Lesson 5: Writing a Formal Letter/Email 

Learning Objectives:

By the end of this lesson, students will be able to:

1. Understand the purpose, tone, and structure of formal letters/emails.

2. Identify key elements of a formal letter/email, including salutation, introduction, body, closing, and signature.

3. Evaluate a sample formal letter/email for clarity, structure, and appropriateness.

4. Write a formal letter/email for a specific purpose, adhering to conventions of language and format.

Part 1: Input

Introduction to Formal Letter/Email Writing

Purpose: Formal letters/emails are used in professional or official contexts, such as applying for a job, making a complaint, or writing to an institution.

Audience: Usually addressed to someone in a professional or official role (e.g., employers, managers, officials, or organizations).

Tone: Polite, formal, and concise.

Structure of a Formal Letter/Email

1. Salutation: Begin with a formal greeting such as:

   • "Dear Sir or Madam,"

   • "Dear Mr. Jenkins,"

2. First Paragraph (Opening): Clearly state the reason for writing this letter/email and introduce the topic.

3. Next Paragraphs (Main Content): Organize all the essential information in a clear and logical format. Provide detailed points to support the purpose of your communication.

4. Closing and Signing Off:

   • Summarize your request or action required.

   • Use formal sign-offs such as "Yours faithfully" (if the recipient's name is unknown) or "Yours sincerely" (if the recipient's name is known).

Part 2: Process

Activity 1: Analyzing a Sample Formal Letter/Email

1. Read the Sample: Click the google document to access a sample formal letter/email

2. Identify Key Elements:

   • Highlight the salutation, introduction, body, closing, and signature in different colors.

   • Note the tone and formality of the language.

3. Reflection Questions:

   • What is the purpose of this letter/email?

   • How does the tone reflect the formal context?

   • What improvements could be made to the clarity or structure?

Part 3: Output 

Writing a Formal Letter/Email

Instructions:

Now that you have learned the structure and key components of writing a formal letter/email, it’s time to practice. You are required to select one of the topics from the Cambridge exam sample letters and write a formal letter/email based on the chosen topic.

Task:

1. Click on the link below to access a variety of formal letter/email topics from the Cambridge C1 Advanced (CAE) exam.

2. Browse through the list of topics and choose one that interests you.

3. Write a formal letter/email based on the chosen topic. Ensure that your formal letter/email includes:

   • A proper salutation

   • A clear opening paragraph explaining the purpose

   • Well-structured main content

   • A polite closing and sign-off

Word Requirement: 220 – 260 words

👉 Click here to view the topics: 15 Example Formal Letter/Email Topics (engxam.com)]

To begin writing your formal letter/email, follow these steps:

1. Click the link below to access the Google Classroom.

2. Once in the Google Classroom, find Lesson 5: Writing a Formal Letter/Email.

3. Create a new document and write your formal letter/email.

Looking Ahead

In the next lesson, we will explore writing a proposal. You’ll learn how to organize ideas persuasively and clearly for formal contexts, further building on the skills you’ve developed in this lesson.